Prairie Creek Property Owners Association
Minutes from the 2016 Annual Meeting held on Tuesday, March 1st, 2016
Call to Order:
The Annual Meeting of the membership of the Prairie Creek Property Owners Association, “PCPOA”, was held at the Town of Menasha Community Center in the Badger Room, 1000 Valley Road, Menasha, Wisconsin at 7:00 PM on March 1st, 2016.
Doug Greif, President of the Association; Brian Galley, Vice President; Linda Kilas, Treasurer and Kevin Kroon, Secretary, presided. Kelly Weiss, Member-at-large was unable to attend. Through proxies & attendance, a quorum was present. Proxies were recorded for 64 lots and 6 lots were represented in person (including the 4 board members). Between the proxies and attendance, 70 of the 116 property owners were represented at the meeting.
Old Business
Highlights of 2015:
Doug Greif discussed what the PCPOA Board worked on during 2015. One of the items involved the new contract and consolidation of the landscaping activities. In 2014, it was PCPOA’s largest expense on the yearly budget. After some minor calibration issues early, the results were acceptable. PCPOA saved over $3,000 in landscaping costs thus the ability to keep membership dues at $85. Another item from 2015, was the assessment by the Town of Menasha for the improvements to Shady Lane. The assessment was less than expected and therefore each member paid $81 instead of the initial estimation of $140. At the time of the annual meeting all PCPOA members had paid the assessment. Perimeter grass was cut three times, twice by a contractor and once by the Town of Menasha. Additionally, fence maintenance continued to be a focus for the board. Fence maintenance continues with mixed results. It was also brought up that there are still several sections and posts that need attention in particular the section between Sand Point and Grassy Plains on Cold Springs Road. This will continue to be a focus for the upcoming year for the board.
Minutes from 2015:
A motion was made to accept all the minutes as printed; the motion passed unanimously.
Committee Reports:
Architectural Review Committee:
Nathan Vogel was present for the meeting, and gave a verbal update of Architectural Committee. Nathan mentioned that currently there is one outstanding case to be review. He stressed that any improvements should be conducted in accordance with the covenants and that Architectural Committee will review as needed. In 2015, the Architectural Committee had 3 requests. Most of the Architectural Committee reviews are either fences or discussion on sheds. A discussion was had on the language regarding sheds. Specifically those that are prefabricated. Many of these sheds were not around when the covenants were written. It has been decided by the Architectural Committee that instead of incurring the cost of changing the word of the covenants that these would be evaluated on a case-by-case basis. Nathan also stressed that PCPOA owners should discuss with their neighbors about any planned improvements. Nathan mentioned he will not be able to continue on the Architectural Committee. The board thanks Nathan for his service on the Committee. The board is currently looking for people to serve on the Committee. Duties include reviewing any construction, making sure it follows the approved covenants, and maintains the neighborhood.
Other Old Business
A motion was made to accept the reports presented and close old business, and it passed unanimously.
New Business
PCPO Association Objectives for 2016
During 2015, the Board plans to continue to focus on the fence maintenance. The board will also investigate alternative lighting for the entrance signs. Over the last few years the electrical costs for lighting the signs have been increasing. This stems from how WE Energies calculates costs. The board intends not to raise PCPOA fees, so expense control and cost cutting is always a focus.
Adopt Temporary Language Addendums
A motion was made to approve the temporary language addendums that have been approved in past years; the motion passed unanimously. To review the most current By-Laws and Covenants, go to our website http://www.prairiecreekneenah.com . The temporary language items are also at the end of this document.
Review 2015 Spending and 2016 Budget:
The 2015 budget and actual expenses were reviewed in detail along with the 2016 budget. In 2015, we operated with a surplus of $120. The 2015 dues remained the same at $85.00 annually and will remain the same for 2016. The 2016 proposed budget indicates a surplus of $1,672 with the anticipated expenses. A motion was made to accept the 2015 financial report and the 2016 budget as presented, it passed unanimously. The board added that we have a proposal to lock in a two year rate with Bob and Dave’s for landscaping for the next two years. It was decided that this should be approved as costs are only expected to increase. It was also noted that the park mulch is getting very thin and should be added to. This item will be decided as we go through 2016 depending on the expenses incurred.
Board Elections 2016
The Board had 3 positions that were open. These positions were Vice-President, Treasurer, and Member-at-Large. Nominations were opened for the each of the positions starting with the office of Vice-President. Brian Galley, the incumbent, was nominated and accepted. Nominations were closed and voted upon unanimously. Nominations were then opened for the office of Treasurer, Linda Kilas, incumbent, was nominated and accepted. Nominations closed and Linda was voted in unanimously. Nominations were then opened for Member-at-Large, the incumbent Kelly Weiss is not able to continue in this position. The board thanks her for her service. Nominations included Tom Jacobsen. Nominations were closed and Tom was unanimously voted in.
President: Doug Greif, 2 year term, 2015 to 2017
Vice President: Brian Galley, 2 year term, 2016 to 2018
Treasurer: Linda Kilas, 2 year term, 2016 to 2018
Secretary: Kevin Kroon, 2 year term, 2015 to 2017
Member-at-Large: Tom Jacobsen, 2 year term, 2016 to 2018
Open Forum
The board received communication from members in attendance about who to call in the event that street lights are out. It was communicated that WE Energies takes care of these lights and a phone call to them with the exact location will result in repair being completed.
Adjournment: The meeting was adjourned at approximately 7:50 PM.
Submitted by: Kevin Kroon
Kevin Kroon, Secretary
Prairie Creek Property Owners AssociationBoard & Committee Members / Updated 01/17/2017
Doug Greif, President
969-1384, Lot #70
2 year term through March, 2017 / Brian Galley, Vice President
725-1108, Lot #60
2 year term through March, 2018 / Linda Kilas, Treasurer
725-6963, Lot #71
2 year term through March, 2018
Kevin Kroon, Secretary
915-2010, Lot #92
2 year term through March, 2017 / Tom Jacobsen Member at Large
209-3211, Lot #26
2 year term through March, 2018
Architectural Review Committee
Addendum to the
BYLAWS OF THE PRAIRIE CREEK PROPERTY OWNERS ASSOCIATION, LTD.
Affecting Prairie Creek and Prairie Creek II Subdivisions
(Lots 1-117)
Subdivisions located in the Town of Menasha,
Winnebago County, Wisconsin
The change listed below was adopted by the Prairie Creek Property Owners Association at its 2015 Annual Meeting on March 3rd, 2015. This addendum will reflect a temporary change to the language of the BYLAWS of the Association. This change will remain in effect until such time that the bylaws are refiled with the office of the Register of Deeds for Winnebago County, Wisconsin.
The language listed below supersedes Section 2, Item D.
Section 2. Duties. It shall be the duty of the Board of Directors to:
(d) Collect all annual assessments, keep accounts and records regarding who has and who has not paid. Prairie Creek Property Owner Association, Ltd. Is empowered, pursuant to Article VI of the Bylaws of said Association, to fix and collect assessments to provide for their operation, care, maintenance and upkeep of all areas for which the Association is responsible. In its exercise of authority under Article VI of said Bylaws, the Board of Directors has the power and duty to collect a late fee $5.00 for the first “30” thirty day delinquent period and $25.00 for the second and third “30” thirty day delinquency periods. At such time a property owner becomes “90” ninety days delinquent, the Association shall take all legal action necessary to collect the assessment and late fees. If the Association takes such action, the property owner shall be responsible for all legal costs associated with the collection of the default. While in default the voting rights will be suspended and the property owner will become a member who is not in good standing. A member not in good standing will not be allowed to use the recreational facilities of the association. Such rights may be suspended after notice and hearing, for a period not to exceed sixty days for infraction of published rules and regulations.
Addendum to the
AMENDED AND RESTATED DECLARATION OF RESTRICTIVE COVENANTS
Affecting Prairie Creek and Prairie Creek II Subdivisions
(Lots 1-117)
Subdivisions located in the Town of Menasha,
Winnebago County, Wisconsin
The change listed below was adopted by the Prairie Creek Property Owners Association at its 2015 Annual Meeting on March 3rd, 2015. The addendum to the DECLARATION OF RESTRICTIVE COVENANTS will remain in effect until such time that the covenants are refilled with the office of the Register of Deeds for Winnebago County, Wisconsin.
The language listed below supersedes covenant #16, section B.
16) Commercial Vehicles, Trailers, Campers, Boats.
Section B) Lot owners may have travel trailers, motor homes, pop-up campers, trailered boats or
snowmobiles in their driveway for up to 14 days prior to Memorial Day and 14 days after Labor
Day for the express purposes of cleaning, maintenance and seasonal preparation.
Addendum to the
AMENDED AND RESTATED DECLARATION OF RESTRICTIVE COVENANTS
Affecting Prairie Creek and Prairie Creek II Subdivisions
(Lots 1-117)
Subdivisions located in the Town of Menasha,
Winnebago County, Wisconsin
The change listed below was adopted by the Prairie Creek Property Owners Association at its 2015 Annual Meeting on March 3rd, 2015. The addendum to the DECLARATION OF RESTRICTIVE COVENANTS will remain in effect until such time that the covenants are refilled with the office of the Register of Deeds for Winnebago County, Wisconsin.
The language listed below supersedes covenant #32.
32) Bylaws Assessments.
Additional activities of the Association, including fixing assessments, shall be governed by and administered pursuant to the provisions contained in the Bylaws of the Prairie Creek Property Owner Association, Ltd. Is empowered, pursuant to Article VI of the Bylaws of said Association, to fix and collect assessments to provide for their operation, care, maintenance and upkeep of all areas for which the Association is responsible. In its exercise of authority under Article VI of said Bylaws, the Board of Directors has the power and duty to collect a late fee $5.00 for the first “30” thirty day delinquent period and $25.00 for the second and third “30” thirty day delinquency periods. At such time a property owner becomes “90” ninety days delinquent the Association shall take all legal action necessary to collect the assessment and late fees. If the Association takes such action, the property owner shall be responsible for all legal costs associated with the collection of the default. To suspend the voting rights (becoming a member who is not in good standing) and right to use the recreational facilities of a member during any period in which such member shall be in default in the payment of any assessment levied by the Association. Such rights may be suspended after notice and hearing, for a period not to exceed sixty days for infraction of published rules and regulations.